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U.S. Department of TransportationPipeline and Hazardous Materials Safety AdministrationPHMSA Merit Promotion PlanPolicy Number: 3330.1A(1) The new position is a clear successor to the former position (i.e., the position retains theessential elements of the previous position but has been augmented over time by morecomplex duties or by the absorption of new program requirements);(2) No other employee in the OA is in a like position/grade level, within the samegeographic area, is qualified and denied an opportunity to compete; an additionalposition/vacancy/backfill is not created; and(3) The position does not require competition as described in Section 7.These promotion actions should be rare and must be supported by a formal narrative positionclassification evaluation report. The report must contain, at a minimum, a description of:what changes have occurred in the positions duties; where these additional duties originatedfrom; whether these duties could have been incorporated into another position; and whateffect these changes had upon the classification criteria for the position. This narrativeevaluation report will be retained with the position description.g. A promotion, reassignment, demotion, transfer, reinstatement, or detail to a position havingpromotion potential no greater than the potential of a position currently or previously held ona permanent basis in the competitive service (or in another merit system which OPM has anapproved interchange agreement).h. Consideration of a candidate not given proper consideration in a competitive promotionaction.i.2.3 .6Certain excepted service appointments (e.g., Veterans Recruitment Appointments).Details. A detail is the temporary assignment of an employee to perform different duties for aspecified period of time with the employee returning to his/her regular duties at the end of thedetail. Details are intended only for meeting temporary needs of the work program whennecessary services cannot be obtained by other means.Details are to be limited to the shortest practical period of time, and are not to be used tocompromise the competitive principle.The Director of the Human Resources Division is responsible for concurring on all actionsconcerning details with the appropriate office. The borrowing office is responsible for initiatingthe personnel request to generate the temporary detail of an employee and, when necessary, shallprepare the necessary documentation, including a performance appraisal, if appropriate. Alldetails that extend beyond 30 calendar days must be documented in the employee' s ElectricOfficial Personnel Folder (eOPF).a.Details to Higher-Graded Positions. If an employee is temporarily detailed to a higher-gradedposition, the Human Resources Division (HRD) will encourage the use of a temporarypromotion. Please note that temporary promotions for less than 120 calendar days areexcluded from competitive procedures. A temporary promotion, detail for more than 120calendar days to a higher graded position, or detail to a position with higher promotionpotential must be made through merit staffing procedures. (Prior service during the preceding12 months under noncompetitive details to higher graded positions and noncompetitive timelimited promotions counts toward the 120 calendar day total).Merit Promotion Plan4Effective Date: July 5, 2012

U.S. Department of TransportationPipeline and Hazardous Materials Safety AdministrationPHMSA Merit Promotion PlanPolicy Number: 3330.1A(1) If detennined that a time-limited promotion or detail to a higher grade is needed forlonger than 120 calendar days, the selecting official should first consider rotating the120 calendar days (or less) details/time-limited promotions among qualified andinterested employees. Selecting officials are encouraged to be creative when rotatingthese types of assignments among qualified and interested candidates. If rotationalassignments are not a reasonable consideration, the position must be advertised forthe anticipated length of the entire temporary assignment (ifthe duration oftheassignment will be longer than 120 calendar days).(2) Temporary details to a higher grade or time-limited promotion actions that exceed120 calendar days must be advertised, and generally, will be advertised with theminimum area of consideration being PHMSA-wide. However, exceptions to thePHMSA-wide only announcements can be made if the selecting official documentsspecific reasons why a more restrictive area of consideration (i.e., Headquarters orRegional Office employees only) would be beneficial to the agency. The selectingofficial must provide specific position-related, budgetary, or other justifications forrestricting the area of consideration to less than PHMSA-wide. This justificationmust be submitted to the Director of Human Resources prior to the advertisement ofthe position.b. Details to the Same Grade or to Unallocated Duties. All details to the same grade, or tounallocated duties for which the employee will receive the same amount of pay he/shecurrently receives, will be made in 120 calendar day increments or less. While this type ofdetail can be made in 120 calendar day increments up to one year, selecting officials mustprovide appropriate documentation to the HRD justifying a detail for longer than 120calendar days.(I) If the selecting official detennines that a detail is needed for longer than 120calendar days, the manager should first consider rotating the detail among interestedemployees who possess the knowledge, skills, and abilities to perfonn the duties ofthe position being filled. Selecting officials are encouraged to be creative whenrotating these types of assignments among qualified and interested candidates (i.e.,considering less than 120 calendar day increment assignments). In selectingvolunteers for rotational detail assignments, selecting officials can detenninerotational assignments from among a number of methods, including but not limitedto, seniority, competencies/skill development, random numbering system, or otherappropriate and equitable basis.(2) If rotational assignments are not a reasonable consideration, managers can consideradvertising the detail for the anticipated length of the entire temporary assignment.Details that exceed 120 calendar days should be advertised with the minimum area ofconsideration being PHMSA-wide. However, exceptions to the PHMSA-wide onlyannouncements can be made if the manager documents specific reasons why a morerestrictive area of consideration (i.e., Headquarters or Regional Office employeesonly) would be beneficial to the agency.(3) In certain situations, it is beneficial for the PHMSA to have one person in the detailassignment.Merit Promotion Plan5Effective Date: July 5, 2012

U.S. Department of TransportationPipeline and Hazardous Materials Safety AdministrationPHMSA Merit Promotion PlanPolicy Number: 3330.1AAgain, details can be made in 120 calendar day increments up to one year. However, the selectingofficial must provide specific reasons (i.e., information related to training costs, nature of theposition, job function, personal contacts, and benefits to the agency) for the continuance of oneindividual in the detail assignment. All documentation must be submitted to the Director ofHuman Resources for final approval. This justification must be submitted to the Director ofHuman Resources prior to the filling or continuance of the position.2.4Methods Used For Filling Positions2.4.1General. The selecting official should consider various recruitment sources and methods forfilling a position taking into consideration organizational and occupational diversity, underrepresentation/affirmative employment goals, PHMSA workforce plans, and effective utilizationof employees. Procedures may include such actions as placing a candidate with priorityconsideration, reassigning an employee, or announcing a Merit Promotion Opportunity.2.4.2Recruitment Advertisements. For positions to be filled under this Plan, a recruitmentadvertisement will be posted on the Automated Recruitment System described below and OPM'sUSAJobs website, making the information easily accessible to all potentially interestedcandidates within the area of consideration. When consistent with the area of consideration,copies of recruitment advertisements will be sent electronically to external recruitment sourcesmost likely to produce highly qualified candidates in consideration of organizational diversity andaffirmative action goals as well as agency workforce plans.2.4.3Areas of Consideration. The area of consideration for eligible applicants should be large enoughto provide an adequate supply of well qualified candidates. In determining the organizational andgeographic area, the grade level, specialized qualifications needed for successful performance,and nature of the position being filled should be considered.( 1) Minimum AreaThe minimum area of consideration will be PHMSA-wide. The Selecting Officialofficials involved in filling a position may request an area of consideration larger thanthe minimum to ensure the availability of sufficient high quality candidates.CITE : Eugene R. Platt, 61 Comp Gen. 156 (1981) Generally, a transfer will beconsidered in the interest of the United States, therefore, with respect to merit transfers,there is a presumption that relocation benefits will be provided unless the agency hasadopted a specific contrary policy regarding the payment of relocation benefits and thedetermination not to offer such benefits is stated in the job vacancy announcement.(2) Expanded Areas of ConsiderationAn expanded area of consideration may be used when the selecting official and HRDagree that a broader area of consideration is desirable to seek candidates.Merit Promotion Plan6Effective Date: July 5, 2012

U.S. Department of TransportationPipeline and Hazardous Materials Safety AdministrationPHMSA Merit Promotion PlanPolicy Number: 3330.IA2.4.4Length of Open Period for Announcements. All PHMSA vacancy announcements will be openfor a minimum period of five (5) calendar days. A longer period may be used if circumstancesindicate that it is necessary to produce an adequate number of well qualified candidates.2.4.5Extending and Re-opening Announcements. Once a specific announcement has been advertisedand does not produce an adequate supply of high quality candidates, the length of the open periodmay be extended and/or the area of consideration may be extended. In order to extend the area ofconsideration, the vacancy must be systematically re-announced. The selecting official may alsochoose to pursue other means of filling the position (See Section 2.1.2)2.4.6Methods for Locating Candidates. The decision as to what combination of recruitment methodswill be used to fill a particular vacancy must be based on sound The Selecting Officialconsideration, and may vary for the same type of position depending upon circumstances in placeat the time of the recruitment.a. Priority Consideration Eligibles. Applicants who are entitled to selection priority based onthe requirements of the Career Transition Assistance Plan (CTAP), Interagency CareerTransition Assistance Plan (ICTAP), or Reemployment Priority list (RPL) (see 5 CFR Part330) must be considered for vacancies for which they qualify before other candidates arereferred.(1) Reemployment Priority List. Employees separated from DOT by reduction-in-force(RIF) or fully recovered from a compensable injury after more than one year areentitled to consideration for vacancies for which they qualify before other candidatesare referred.(2) DOT Career Transition Assistance Plans (CTAP) for Local Surplus and DisplacedEmployees. CTAP provides special selection priority to well-qualified (those whoscore 85 points or higher on the assessment) surplus and/or displaced agencyemployees who apply for agency vacancies in the local commuting area, beforeselecting any other candidate from either within or outside the agency.(3) Interagency Career Transition Assistance Plan CICTAP) for Displaced Employees.Provides special selection priority to well-qualified (those who score 85 points orhigher on the assessment) displaced Federal employees, who apply for DOT vacanciesin the local commuting area, before selecting any other candidate from outside theagency. This applies only when making selections from outside the DOT workforceand does not prohibit movement from within DOT Operating Administrations (OAs)and Office of the Secretary (OST) ICTAP must be cleared every 90 days to ensure thatdisplaced employees' rights are respected.NOTE: Veterans eligible for a VEOA appointment may also apply to ICTAPannouncements; however, they are not afforded priority in the selection process.(4) The selecting official may submit an "internal" announcement that limitsapplicants to current status employees of PHMSA. (Status includes internalemployees on VRA, or non-time limited Schedule A disability appointments, aswell as FAA employees eligible for selection under the interchange agreement.)(5) The selecting official can also submit an "external" merit promotionannouncement. When a merit promotion announcement permits both DOT andMerit Promotion Plan7Effective Date: July 5, 2012

U.S. Department of Transportation .Pipeline and Hazardous Materials Safety AdministrationPHMSA Merit Promotion PlanPolicy Number: 3330.1Aemployees from other agencies to apply, the announcement is required toinclude information concerning consideration under the VEOA.2.5How Applicants Apply For Merit Promotion ConsiderationSpecific application procedures will be stated on the vacancy announcement. Applicants must adhere tothose procedures in order to be considered for the vacancy.2.6Eligibility and Minimum QualificationsApplicants must meet the following general qualifications and eligibility requirements by the closing dateofthe vacancy announcement:Job Analysis. Job analysis establishes the validity of the position questions by showing, throughdocumentation, that they are representative of job content and are related to actual job performance. Thehuman resource specialist in conjunction with the selecting official or subject matter expert develops theposition questions. Each question is weighted based on the criteria required for each position as indicatedin the job analysis. A separate job analysis is required for each grade level that the OA submits tocompetition.Requirements. Applicants must meet the minimum qualification requirements as prescribed by OPMqualification standards, including any written test required by the standard, selective factors, ormodifications to the qualifications standards which have been authorized by the OPM for certainnoncompetitive actions. Selective factors, or KSAs, represent qualifications essential to successfulperformance in the position to be filled and are considered to be part of the minimum qualificationstandard. Applicants must provide evidence that they are capable of performing the duties andresponsibilities of the position. Qualification standards, selective factors, KSAs, and any modifications tothe qualification standards will be listed on the vacancy announcements for the specific positionvacancies. The complete Qualifications Standards Handbook is available for review by employees in theHRD. Employees at field locations may obtain a copy of specific qualification standards upon request.The OPM Qualifications Standards Handbook for General Schedule Positions also can be accessedthrough the OPM website: Grade Restrictions. Candidates for advancement must have completed at least 52 weeksof service in positions no more than one grade lower than the position to be filled. If there is noposition in the normal line of promotion to the position to be filled, candidates must have at least52 weeks of service in positions no more than two grades lower than the position to be filled.Candidates may be advanced without time restriction to positions up to GS-5 if the candidatemeets the qualification requirements and the position to be filled is not more than two gradesabove the lowest grade the employee held within the preceding 52 weeks under his/her latest nontemporary competitive appointment.2.6.2Reinstatement. There is no time limit on the reinstatement of preference eligibles or employeeswho have met the service requirement for career tenure (a 3-year period of substantiallycontinuous creditable service in accordance with Title 5 CFR Part 315). Other persons may beMerit Promotion Plan8Effective Date: July 5, 2012

U.S. Department of TransportationPipeline and Hazardous Materials Safety AdministrationPHMSA Merit Promotion PlanPolicy Number: 3330.1Areinstated only within three years following the date of their separation from the Federal service(unless the time is extended in accordance with the OPM regulations).2.6.3Time-After-Competitive Appointment. An employee may be detailed, reassigned, or promoted toa different line of work or to a different geographical area only after 90 calendar days haveelapsed since the employee's latest non-temporary competitive appointment. This waiting periodapplies to all competitive appointments from registers of eligibles or appointments made under adirect hire authority.Applicants who do not meet the above requirements/restrictions are ineligible for furtherconsideration.2. 7Automated Recruitment System2.7.1Automated Recruitment System. A web-based application system which automates both internaland external recruitment processes for PHMSA will be used for all PHMSA merit promotionannouncements. This system is used by potential candidates for employment and allowscandidates to electronically apply for positions on line by submitting a resume and answering jobrelated questions. The automated recruitment system determines if applicants are qualified,scores applicants' question responses, develops selection certificates, provides status notificationselectronically to applicants, and maintains required documentation for merit promotion case files.2.7.2Executive Agent. The Federal Highway Administration serves as the executive agent andmanages the automated servicing to PHMSA through the use of Hiring Manager which willinterface internally and externally with OPM's automated staffing system.2.8Evaluation of Candidates2.8.1Eligibility. All applications will be screened by the servicing personnel office/Executive Agent todetermine if minimum qualification requirements prescribed by OPM, pertinent selective factors,and other eligibili

1. Title 5, United States Code, Chapter 33, Examination, Selection and Placement. 2. Title 5, Code of Federal Regulations, Part 335, Promotion and Internal Placement. 3. Departmental Personnel Manual (DPM) Chapter 335, Merit Promotion Plans. 1.3 Definitions 1.3 .1 Career promotion-a promotion without current competition when at an earlier stage, an